Fundamentals of Proposal Development and Grant...

Fundamentals of Proposal

Development and Grant Writing

Dr. Brenda D. Hayes DSW, MPH, MSW Consultant Adjunct Asst. Professor, CHPM

Morehouse School of Medicine

HBCU Presentation

August 2013

WORKSHOP OBJECTIVES

To identify and discuss “good grant writing” practices and principles

To integrate the basic principles of successful grantsmanship into proposal development

To avoid pitfalls (“fatal flaws”) and meet the challenges of persuasive writing

To appreciate shifting paradigms and understand funding and policy priorities

To submit “smarter” applications

In Language,

clarity is everything. -Confucius

PART ONE “Getting Started”

FUNDAMENTALS OF

PROPOSAL

DEVELOPMENT AND

GRANT WRITING

Why Write Proposals

To contribute to the pool of

knowledge

To develop, implement and

support new programs and

services

To acquire funds for

projects, programs, activities

and personnel

To establish a scientific

reputation in your field

Successful Grant Writing is a Mixture of:

Good Conceptual Approach

Good Communication

Good Marketing

Grant Writing Process

Begins with a good idea

Review the components of a successful grant

Apply the “Developing the Idea” model

Literature review

Analysis of current research/activity in the field

Develop a proposal writing team

Evaluate and discuss the proposal and include an evaluation plan

GRANT LANGUAGE (or an alphabet soup)

RFPs =

RFAs =

LOIs =

NOFA=

NGA =

Grants vs. Contracts

“My” Award, grant, supplement

Proposal Development and Grant Seeking: An Overview

Plan the Proposal

Identify Potential Funders

Write the Proposal

Design an Evaluation

Develop a Budget

Submit the Proposal

Follow-Up Steps

Characteristics of a Good Proposal

A document that is neat, well organized and

easy to read.

Responsiveness to the program

announcement, with specific references

showing how the proposed project will

achieve program goals.

Characteristics of a Good Proposal

Offers fresh insight into an important

problem.

Writing that communicates enthusiasm and

commitment of the researcher.

Evidence that the project director/principal

investigator (PI) knows the field.

Characteristics of a Good Proposal

Provides convincing preliminary data.

A feasible work plan that is supported by an appropriate budget.

“Reading a good proposal is also a learning experience.” The core of good proposal writing is a theme of clear, persuasive writing.

Write first

Funding Second

Twelve Basic Principles*

1. Match your ideas to the potential funding source and thoroughly understand the goals of the grant program as described in the formal solicitation.

The proposal/application must meet the grant program’s needs.

Read all solicitation materials and FOLLOW ALL DIRECTIONS!!!

*Source: USDHHS/PHS/SAMHSA. Snapshot: Overview of Grant Funding Opportunities. Rockville, MD. March 2001.

Basic Principles

2. Use the designated resources listed in the solicitation for technical assistance and advice.

Consult with the Program Contact prior to submission of the proposal since the staff cannot comment after you have submitted your proposal. These staff members are generally under-utilized.

Participate in any technical workshops offered by the funding source.

Basic Principles

3. Begin the proposal before the published notice or funding opportunity.

Some organizations/associations highlight their funding priorities before the official notice.

Develop a network of contacts that may provide support to the project.

Develop a team of key participants who will assist with developing the proposal.

Basic Principles

4. Establish a timetable and organize the needed personnel

as soon as funding availability is announced.

Identify the person responsible for writing the proposal or

application.

Identify the person (s) to critique the drafts and who will

point out questions or gaps in your proposal.

Identify the person who will organize and obtain letters of

support (not boilerplate) that are specific to the proposal

and to the nature of the support that’s going to be provided.

Basic Principles

5. Follow the instructions and the prescribed format

in the RFA.

“This is not the time or place to be creative.”

“Even if you believe your format is better, don’t

use it.”

Basic Principles

6. Lay out a master plan

This plan is your vision for the project. Therefore, it should

answer the key questions of who, what, where, when and

why.

The proposal includes goal (s), specific objectives, project

description, target population, resources, time frames and a

method to evaluate accomplishments. If you have additional

funding sources, then explain how they will be used.

Basic Principles

7. Be reasonable and realistic.

Successful applications find a balance between too

much and too little detail.

Justify your goals and objectives with a convincing

description. Any unexplained item leaves questions

about your credibility and ability.

Basic Principles

8. Provide information on all of the review criteria.

Be thorough, concise and to the point.

If the application identifies specific criteria,

make sure you explain how you will achieve

this.

Basic Principles

9. Explain any omissions, rather than “hope that no one

will notice.”

It is important to understand that what is not said in an

application can hurt more than what is said.

If it is not written in the application, it does not exist for

the purpose of the review.

Basic Principles

10. Make a reasonable funding request and match the

budget to the scope of work.

The budget request must relate to the narrative and the

proposed scope of work. The justification must match

the amount requested.

Be specific and justify each item.

Explain and justify the use of consultants (based on

need) rather than internal staff.

Basic Principles

11. Address items regarding human subjects: participant

selection, confidentiality, etc.

This relates to the Institutional Review Board and

HIPAA regulations, if applicable.

Address parental consent/permission if necessary,

assent for children, recruitment strategy, etc.

Basic Principles

12. KISS: Keep the application simple, reasonable, business-like and professional.

The proposal/application should be error free, “presentation-ready,” with the correct forms included, as indicated.

Finally, have someone check each page of all of your copies to make sure that each packet is complete.

Common Problems in Applications

Failure to follow directions Lack of new or original ideas

Diffuse, superficial, or unfocused research plan

Lack of knowledge of published relevant work

Lack of experience in the essential methodology

Uncertainty concerning the future directions

More Common Problems

Questionable reasoning

Absence of an acceptable scientific rationale,

conceptual framework

Unrealistically large amount of work

Lack of sufficient detail

Uncritical approach

Assessment: Getting Started

What is the history of your organization?

Can you describe your proposed project?

What are your Goals?

Can you state SMART Objectives?

Do you have a network of supportive organizations, collaborators, volunteers?

What results do you expect?

How will you provide evidence of Impact?

Goals of the

Organization

Initial Project

Idea

Assessing Capability

Assessing Need

For the Idea

Submitting the

Proposal

Planning Proposal

Writing

Writing the

Proposal

Identifying Alternative

Approaches

Gathering Necessary

Data

Building Support

& Involvement

Selecting Funding

Source

DEVELOPING THE IDEA

MODEL FOR PROPOSAL DEVELOPMENT

This handout taken from

Mary Hill. Getting Funded:

A Complete Guide To Proposal Writing

Continuing Education Publication,

P.O. Box 1491, Portland, OR 97207

Developing Your Idea(s)

Needs Assessment

Capability Assessment

Organizational Assessment

In-kind, Shared or Matching Costs

Grantsmanship Terms

Letter of Intent (LOI)

Concept Paper

Abstract or Project Description

Project Summary

Know the difference and when to use these items.

Grant Writing

How do you get other

people’s money?

&

How do you keep it?

The Three Essential Laws of Successful Grant Writing

Do your homework

Follow Instructions

Use Common Sense

Scientific and Technical Writing

Communication Skills

Organizational Ability

Research Methodology

Conceptualization

Sponsorship - Mentors

Persistence

• Conduct a personal assessment of your

readiness, capability, and eligibility to respond

to a NOFA, a RFP or a RFA.

• Assess, update and determine if your

background information, literature review and

your ideas are comprehensive, contemporary,

and timely.

• Assemble your team

• Develop a project time line.

Before you write a word:

Morehouse School of Medicine Atlanta, Georgia 37

Traits of a Successful Grant

Getter

• Research skills

• Salesmanship skills

• Communication skills

• Ingenuity and flexibility

• Administrative skills

• Human relations

• Persistence, dedication, patience

• Ability to work hard

• Political awareness and action

• Integrity

Morehouse School of Medicine Atlanta, Georgia 38

SUCCESSFUL APPLICATIONS

• Direct, concise, compelling, convincing,

capable and resourceful

• Addresses a significant/important problem

• Explicit goals, measurable objectives

• Comprehensive but succinct background

review

• Methodology fits the problem

• Appropriate funding mechanism

Homework for PART TWO:

Review a submitted proposal, successful and

one not funded for background, approach,

and critique

Write your best ideas for development into a

proposal in one to two paragraphs.

What is the goal (s)?

Identify two or three objectives.

Questions? Answers??

Thank You